Complying with the API Spec Q1 standard is critical to your business. Not only does it ensure that you are adhering to legal requirements for your company's products, but it also helps ensure that what you produce meets the needs of your customers. Document management is a critical component of the quality requirements governed by the Q1 standard.

Digital innovations in compliance management has streamlined this process and made it much easier for companies to comply. These flexible, cloud-based solutions make it simpler for companies to effectively manage the processes and document them, which provide benefits beyond meeting regulatory guidelines. This documentation and digital record keeping also makes identifying flaws in production processes and resource management easier to identify and correct.

Documentation for Q1 compliance serves three critical needs:

• Information Communication - the level of organizational communication required will vary depending upon the structure of an organization and its products, but should focus on driving organizational awareness
• Conformity Confirmation - when required, documentation provides a clear and detailed record of standards adherence
• Knowledge Base - documentation makes it easier to track and replicate successful processes and procedures

While documentation has always been required to meet these goals, the manual nature of collecting the information was often a barrier to full and accurate documentation. In today's world, cloud-based web solutions have removed these barriers and simplified the steps required to meet the Q1 standard for both process management and documentation.

Finding the right management solution for your business is easier than it has ever been. Contact Accupoint software to find out how we can help streamline your Document and Procedure Management process.

In the largest corporate settlement in U.S. history, British Petroleum has agreed to pay up to $18.7 billion to the federal government and five states. When added to the $43.8 billion BP had already set aside for cleanup costs and civil and criminal penalties, its total pretax charge amounts to $53.8 billion.

Formulated with the recognition that preventive maintenance might have avoided the failure of a cement seal which caused the oil spill, API Spec Q2 requires that all organizations involved in the oil and gas industry document their "procedure for establishment of a preventive maintenance, inspection, and test program (PMITP)." A thorough documentation of any PMITP should address  process, procedure, and work instructions.

The main difference between process and procedure is the level of detail. Process is high level and operates across the organization's varying functions.  Processes lay out what needs to be done and when. A process should consist of a trigger, or starting event, and a terminator, or end result, that accomplishes a desired result. Processes are usually documented using a diagram or flow chart.

While processes are cross-functional and too high level for staff to perform on a day-to-day basis, procedures reside at a lower level and contain detailed descriptions of how the work is to be done and who is responsible. In other words, procedures break process down into steps. They are usually depicted in step-by-step order.

Work instructions are specific and detail exactly how each task is to be done. Work instructions can be thought of as a subdivision of procedures in that they refer to a single role whereas procedures describe instructions for several roles in the organization.

To learn how Accupoint Quality Management Systems Software can provide solutions to help you implement and document a PMITP, contact us.

As you know, “The Great Crew Change” refers to the disruptions within the oil and gas industry as workers are retiring and leaving a large gap in experience and knowledge. The inevitable loss of talent is alarming because as the aging workforce exits, qualified industry workers are few and there currently is an insufficient pool of talent to draw from.

Additionally impacting the talent shortage, is the fact that the industry has had to streamline its workforce in order to remain competitive financially within the global market. All of this equals a talent shortage like none other in recent memory.

Industry leaders need solutions to ensure their organization’s knowledge base is maintained during this Great Crew Change. Actual experience is different than theoretical knowledge, so management will need to integrate new talent and technology to competitively deliver products and services.

Here a couple of statistics to help illustrate the point:

1.    Ninety percent of oil and gas executives know talent shortage is an issue. But, knowledge isn’t enough. What are you going to do with that knowledge? Will you be proactive or reactive in implementing a solution?
2.     Fifty percent of the workforce is retiring within the next five to seven years. That only leaves half of your seasoned and knowledgeable workforce. Who is going to replace your other half?
3.    There’s a huge demographic gap in the industry of workers aged between 35 and 55+ in years. That’s a span of twenty years, and it can affect the way you do business. How are your workers communicating with each other? Do you have a universal system that is user-friendly to all of your workers?
4.    Two workers retire as one new employee enters the workforce. Are you doubling up on your hiring and training efforts? How are you transferring your knowledge base from the seasoned worker to the new worker? Do you have the tools to make sure you have an efficient and accurate transfer?

The Solution

So what’s the solution? Technology can help the industry transition efficiently and effectively during this change. Specifically, many organizations are adopting web-based technology solutions to protect established knowledge reserves.

One way web-based technology helps businesses do more with less, is that it offers an efficient transfer of information among workers who may be stationed remotely or may have diverse geographical locations.

Another benefit of web-based solutions is that it ensures protection of valuable information while allowing for real time updates so you can serve your customers efficiently. Web-based solutions are especially effective in knowledge management and communication because any authorized worker can access the information he needs 24/7 and share it as necessary.

Lastly, web-based solutions are valuable to your business because this is a form of technology that attracts the younger workforce.  The younger generation has grown up with technology and is skilled in its use. This fact could offer your organization a win/win training solution because it narrows the experience gap as knowledge is transferred.

Going Forward

The bottom line is that all of these points affect your bottom line. Web-based solutions can appear to be a luxury to decision makers who are responsible for budget decisions.  However, the fact remains that once your solution is in place, the returns on your investment are measurable and offer the peace of mind of protecting your organizational knowledge base.  Being proactive in the transfer of your knowledge base is the best solution to the Great Crew Change problem.